Until December 1997, CCI stored all data related to client services in ICARUS (Index of Conservation and Analytical Records), a database in a mainframe computer managed for CCI by the Canadian Heritage Information Network (CHIN). In preparation for the shutdown of the CHIN mainframe at the end of March 1998, it became necessary to move the data to a new system. CCI's business processes had also not been revamped for many years; they did not reflect today's economic environment and relied heavily on manual systems for generating documents. So the time was ripe to create a brand new system that could take advantage of the advances in computer technology since ICARUS was designed in the late 1970s and early 1980s, i.e. local area networks, the Internet, and faster computers.

The first step was a business process re-engineering study which was undertaken by Eva Frank, a management consultant with Progestic International Inc. in Ottawa, and a core group of CCI staff comprising Marie-Claude Corbeil, Raymond Dorion, Jane Down, Maureen MacDonald, and Helen McKay. To ensure that the system would meet as many needs and interests as possible, input was also received from other staff members through focus groups and individual consultations. Following a detailed comparison of several software options on the basis of cost, maintenance, ease of use, and communications within CCI and over the Internet, Progestic recommended the use of Lotus Notes from Lotus Development Corporation; this was endorsed by CCI management. Although the BASIS software and Cyber computer in which ICARUS ran would be missed for their power and speed, Notes offered significant advantages for both staff and clients, e.g. it provides easy communication and access, lots of flexibility in applications, and is user-friendly. And because the Department of Canadian Heritage had already acquired Notes for electronic mail, the system could be implemented at relatively low cost.

"Proteus, in Greek mythology, the prophetic old man of the sea and shepherd of the sea's flocks (e.g., seals). He was subject to Poseidon, and his dwelling place was either the island of Pharos, near the mouth of the Nile, or the island of Carpathus, between Crete and Rhodes. He knew all things — past, present, and future — but disliked telling what he knew. Those who wished to consult him had first to surprise and bind him during his noon-day slumber. Even when caught he would try to escape by assuming all sorts of shapes. But if his captor held him fast, the god at last returned to his proper shape, gave the wished-for answer, and plunged into the sea. From his power of assuming whatever shape he pleased, Proteus came to be regarded by some as a symbol of the original matter from which the world was created."
(Encyclopaedia Britannica)

The new Project Tracking System, named PROTEUS, was designed by systems analyst Brigitte Patry and programmer analysts Bob Sparks, Peter Nehme, and Nina Dekker of Progestic with input from CCI staff. It runs on a server at CCI linked to the Department's Internet server in Hull. Jean Bisson and Rick Bédard of CCI, the Information Management Branch of the Department of Canadian Heritage, and Diane Bowden and others at CHIN have contributed enormously to the project.

Three databases are accessible to staff at all times: PROTEUS, ICARUS, and the CCI Client Database. PROTEUS handles the flow of data and communications right from the time a client first contacts CCI, and stores scientific and technical data generated from the time ICARUS was taken offline in December 1997; it gives staff quick access to information about their own projects and those of others at CCI, generates standard documents, and should reduce the need for paper and paperwork. Preprinted forms have been virtually eliminated. ICARUS has been downloaded from CHIN's Cyber computer and reformatted for access as a Lotus Notes Database. The CCI Client Database contains client information including names, addresses, needs and interests of museums, art galleries, archives, and others.

PROTEUS was launched on December 15, 1997, and will enable CCI staff to deliver information and services more efficiently. Translation of the system is underway to achieve full functionality in both English and French. Plans for the near future include building an interface between PROTEUS and the World Wide Web to enhance CCI's ability to inform the Canadian museum community and the world about our programs and services.